Title
Grounds Maintenance Contract at Evergreen Cemetery (B)
Request for approval of the multi-year contract for grounds maintenance at the historic Evergreen Cemetery with Wyatt J. Collins dba Collins Lawn Care.
Explanation
The City of Gainesville assumed ownership of Evergreen Cemetery in 1944 and it remains our only municipal cemetery. It holds the historical record of Gainesville’s development and the intriguing stories of many individuals who have inhabited the city.
In anticipation of the Contract for Grounds Maintenance at Evergreen Cemetery ending on September 30, 2021, the project was solicited by the City’s Procurement Division in the spring of 2021. The Invitation to Bid was automatically sent by Demandstar (the online procurement platform for government agencies) to 474 suppliers in the appropriate supplier category for grounds maintenance. In addition, Parks, Recreation and Cultural Affairs (PRCA) requested that notification of the Invitation to Bid be sent to another 15 local suppliers, many of whom are registered on the City of Gainesville’s Small Business Program List and/or the State of Florida’s Office of Supplier Diversity Certified Directory. A mandatory site visit was held on April 21, 2021, with only two suppliers in attendance. Both suppliers submitted bids for this project.
Bids were evaluated on price, technical expertise and experience, past performance and reputation, and resource availability and allocation for this job. Wyatt J. Collins dba Collins Lawn Care offered the most responsive and responsible bid and the best price for the required level of service. PRCA Staff encourage acceptance of their bid for grounds maintenance at Evergreen Cemetery.
Strategic Connection: This item is connected to Goal 3: A Great Place to Live and Experience.
Fiscal Note
When Lot Owners purchase space in the cemetery, the City guarantees perpetual care of the property. The portion of each purchase that funds perpetual care is held in the Evergreen Cemetery Trust Fund, which distributes the cemetery’s annual budget funds to the City’s general fund each year. Monthly fees for this service will be paid from the general fund in this manner. The contracted price will be $91,850.00 per year with a two-year contract, and the option of up to three one-year extensions. This is an ongoing maintenance expense.
Recommendation
The City Commission authorize the City Manager or designee to execute all contract documents for annual grounds maintenance services at Evergreen Cemetery with Wyatt J. Collins dba Collins Lawn Service, subject to approval by the City Attorney as to form and legality.